Digital Transformation for the City of Georgetown · Georgetown Utilities Records Management...

Digital Transformation for the City of Georgetown

Georgetown Utilities Records Management Project

SPEAKERS

Russell HaddockMCCi,

Territory Leader

Robyn Densmore City of Georgetown,

Assistant City Secretary

Over 900 employees

Georgetown Population 67,140

Over 20 Departments

Over 62,500 Utility Customers in a 70 square-mile service area

BACKGROUND

2018 MCCi Excellence Award

2018 NAGARA Program Excellence Award

2018 AWARDS

BIG WHY: • Merger of Georgetown Utility

Systems and a nearby Special Utility District

• Gained 10,000 utility customers

• Acquired thousands of records in the merger

PROJECT SUMMARY

BIG GOALS:• Improve efficiency and reduce costs through

o implementation of records management techniques for the use, maintenance, retention, preservation, and disposal of local government records

• Systematic control process of records throughout their life cycle

• Compliance with record information laws and regulations

PROJECT SUMMARY

BIG RESULTS:• Records are now searchable and retrievable

corresponding to our organization needs • Accelerated the process of fulfilling the city’s

increasing number of Open Records Requests • Produced a completed records inventory• Ensured proper retention• Identified records for destruction and

disposition

PROJECT SUMMARY

PROJECT BREAKDOWN: SCOPING

Records Management

PROJECT BREAKDOWN: PLANNING

Budget

Schedule

Project Team

Inventory Digitization DestructionProject Phases

PROJECT BREAKDOWN: EXECUTION

BEFORE

106,774 paper records

26,315 electronic records

11months

in

Inventory Digitization DestructionProject Phases

133,089 total recordsinventoried, cataloged,

identified disposition

INVENTORY

DOCUMENT TYPES

Board PacketsConstruction Projects

As Builts

Contracts

Service Orders

Invoices

Meter Reports Easements

Inspections

Correspondence

Operations & MaintenanceManuals

Customer Account Histories

AFTER

Decreased scanning

time by 91%

Changing the standard

organization-wide

Saved $82,164.00 of

project budget

Inventory Digitization DestructionProject Phases

DIGITIZATION

The Process• Made document capture easier and faster with single button scanning and release

options• Seamless integration using TWAIN driver application• Document type specific Laserfiche Quick Fields sessions were created to capture and

extract metadata to auto-populate in templates • Customized workflow ensured required metadata fields were appropriately completed• Barcode double entry automated confirmation that reduced the overall metadata entry

error to less than 2%

Inventory Digitization DestructionProject Phases

>300,000 pages scanned using PaperStream Capture

DIGITIZATION

DIGITIZATION

Example: Human Resources Implementation

Digital Transformation Model

DigitizeDocuments

Organize Documents

Automate Processes

Streamline Processes

Transform Processes

Scan in backfile of HR

records

Index Documents,

manage retention of

records, provide access

to others

Create forms processes:

HR Onboarding

(applications, benefits,

insurance, W-2, etc.)

Create reports of

processes to review

bottlenecks, large

workloads, and other

data points.

Review reports of

processes and make

changes based on data

metrics to improve overall

process

DIGITIZATION

This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation, analytics, and more.

DIGITAL TRANSFORMATION

Digitize DocumentsCreate an electronic filing

cabinet by converting your

documents from paper to

digital.

Phase 1

DIGITIZATION

Organize DocumentsEasily categorize your

documents and manage

them in a secure, central

location.

Phase 2

This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation, analytics, and more.

DIGITAL TRANSFORMATION

Digitize

Documents

DIGITIZATION

Automate ProcessesImprove accountability by

digitizing your business

processes with easy-to-use

electronic forms.

Phase 3

Digitize

Document

s

Organize

Document

s

This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation, analytics, and more.

DIGITAL TRANSFORMATION

DIGITIZATION

Streamline ProcessesGain more visibility into your

operations and increase the

efficiency of cross-functional

processes.

Phase 4

Organize

Documents

Automate

Processes

Digitize

Documents

This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation, analytics, and more.

DIGITAL TRANSFORMATION

DIGITIZATION

Transform ProcessesDrive innovation by

leveraging predictive

analytics and insight to

transform processes.

Phase 5

Transform

Processes

Organize

Documents

Automate

Processes

Streamline

Processes

Digitize

Documents

This model is a roadmap for transforming your office into a digital workplace.It provides a structured framework for content digitization, process automation, analytics, and more.

DIGITAL TRANSFORMATION

DIGITIZATIONRECORDS MANAGEMENT Records Tracking Records Classification

DOCUMENT MANAGEMENT Repository Management Library Services Search and Retrieval Annotations

DOCUMENT CAPTURE & IMAGING Multi-source Capture Image Enhancements Document Classification OCR and Data Extraction

WORKFLOW AUTOMATION Graphical Designer Built-in-Activities Process History

ELECTRONIC FORMS Forms Designer Pre-built Templates Offline Forms

CASE MANAGEMENT Task Management Adaptive Case Handling Role-based Views

SOCIAL COLLABORATION Online Community Forum Content Collaboration

GOVERNANCE, RISK & COMPLIANCE DoD-and VERS-compliance Audit Trail Services User Security Administration

BUSINESS ANALYTICS & REPORTING Reporting Dashboards Customizable Reports and

Charts Predictive Analytics

INTEGRATION SERVICES Database Lookups No-code Integration Tools Software Development Kit

Laserfiche Capabilities

DIGITIZATIONElectronic Records Management

DoD 5015.2 Certified Capabilities

Disposition

Transparent Records Management

Manage the life cycle and archival of records

Promote compliance with:

• Sarbanes-Oxley• HIPAA• CJIS• USA PATRIOT Act• SEC• FINRA• and other regulations

DIGITIZATION

DIGITIZATION

DIGITIZATION

DIGITIZATION

DIGITIZATION

Inventory Digitization DestructionProject Phases

DESTRUCTION/ARCHIVE

• A systematic control process of records that works foro Records Administratorso Staffo Citizens of Georgetown

• Enhances the ability to provide information to those who need it, when they need it, and in the most cost-effective manner

RECAPTHIS

WORKS!

• Continue to automate additional processeso Georgetown Utility Systems, Irrigation Rebate Form

process o Georgetown Animal Shelter, Volunteer Form processo Georgetown Historic Survey and Archival Form

process • Once complete, these processes will

o facilitate increased user adoption o improve solutions based on user feedbackLastly, we plan to roll out this process across the city—perhaps the world!

Lastly, we plan to roll out this process across the city—perhaps the world!

Georgetown Records

Management

NEXT STEPS

Lastly, we plan to roll out this process across the city—perhaps the world!

CONTACTSRobyn Densmore, City of Georgetown, Assistant City Security Robyn.Densmore@georgetown.org

Russell Haddock, MCCi, Territory Leaderrhaddock@mccinnovations.com

Cynthia Conomos, City of Georgetown, Records Program Manager Cynthia.Conomos@georgetown.org

Matt Kunkle - City of Georgetown, Records Coordinator Matthew.Kunkle@georgeotwn.org

Daniel Sumrall, City of Georgetown, Information Technology Senior Systems AnalystDaniel.Sumrall@georgeotwn.org

Tracie Anders, City of Georgetown, Information Technology, Systems AnalystTracie.Anders@georgeotwn.org

Questions?Georgetown Utilities Records Management Project